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Section Secretary (Secretary Senior)

Company: Washington State
Location: Lacey
Posted on: November 17, 2019

Job Description:

DescriptionKeeping Washington Clean and EvergreenProtecting Washington State's environment for current and future generations is what we do every day at Ecology. We are a culture that is invested in making a difference. If you want to join a team that is highly effective, collaborative, has leadership that embraces the value of people, and believes in the fun factor, Ecology is a good fit.The Water Resources (WR) environmental program, within the Department of Ecology is looking to fill a* Section Secretary (Secretary Senior)* position supporting our Streamflow Restoration and Policy Development and Operations Sections. This position is located at our Headquarters Building in Lacey, Washington.The Section Secretary position operates in an independent manner with minimum supervision and is expected to provide complex secretarial and administrative support to the Streamflow Restoration Section and the Policy Development and Operations Section in the Water Resources Program. This position works as part of a team of support staff and will on an as needed basis provide support to other sections, managers and projects.We are looking for applicants who possess excellent people skills, the ability to quickly assess a situation and make a decision and the ability to communicate with a diverse audience, and handle occasional heavy workloads with strict deadlines.As an agency, our mission is to protect, preserve and enhance Washington's environment for current and future generations. We invest in our employees to create and sustain a working environment that encourages creative leadership, effective resource management, teamwork, professionalism and accountability.To learn more about The Department of Ecology, please visit our website at www.ecology.wa.gov and follow, like or visit us on LinkedIn, Twitter, Facebook, Instagram or our blog.Local efforts... Diverse people... Statewide impactsDutiesThe mission of the Water Resources program is to manage water resources to meet the needs of people and the natural environment, in partnership with Washington communities.The* Section Secretary *position is responsible for:Performs complex secretarial duties and administrative support for the Water Resources Program Streamflow Restoration Section and the Policy Development and Operations Section.Duties include:

  • Schedules meetings and reserves conference rooms, arranges conference call and video conference logistics, arranges travel for section staff, and maintains records for travel itineraries. Schedules legislative meetings and interacts with some legislative staff.
  • Updates and maintains section manager's calendars. Reviews section manager's calendar daily, accepts new meetings scheduled and identifies/corrects any conflicts in meetings. Answers section manager's telephones and routes calls elsewhere if appropriate, takes messages or transfers calls to section manager's voicemail.
  • Maintains records of incoming and outgoing correspondence and documents.
  • Provides administrative support and initiates clerical functions to facilitate current assignments and projects of a complex nature.
  • Prepares final copies of letters, memoranda, and other correspondence, meeting notes, etc.
  • Prepares correspondence for signature by the section managers or program manager or executive management. Independently coordinates and prioritizes own workload.
  • Establishes deadlines for submittal of materials and other essential procedures necessary for coordination of office operations.
  • Takes initiative to improve efficiency of the office and it operation through improved office procedures. Maintains electronic files. Relays instructions from supervisor to staff in area and monitor for completion.
  • Assists section staff with word processing tasks, using spreadsheets and database software to develop and maintain records, prepares reports, develops PowerPoint presentations, and display materials using graphics software.
  • Provides organizational and logistical support for a variety of public involvement and outreach activities including but not limited to rule-making, and planning public meetings.
  • There may be some occasional travel.Records management and assistance with administrative processes and procedures.Duties include:
    • Creates, drafts and/or prepares a variety of documents such as memos, letters, and reports.
    • Prepares section correspondence and reports including formatting, proofreading, making corrections for sentence structure, spelling, grammar, and punctuation-all in accordance with agency standards.
    • Assists staff with travel arrangements and reimbursements.
    • Assists staff with e-mail and word processing problems. Develops complex tables and charts for inputting information using spreadsheet format. Proofreads and performs plain talk reviews of section documents.
    • Organizes and maintains mailing lists, assists in preparation and mailing of mass information materials and correspondence.
    • Sets up, maintains, and organizes section files for records and correspondence. Manages the resource mailbox emails and folders.
    • Helps maintain Streamflow Restoration SharePoint.
    • Reviews documents and makes necessary edits to comply with accessibility to post on SharePoint and in EZ View.
    • Maintains and updates the Streamflow Restoration section and EZ View on SharePoint.Customer support and coverage.Duties include:
      • Serves as backup coverage for WR reception desk.
      • Responds to inquiries regarding the program and coordinates responses.
      • Receives and refers visitors.
      • May occasionally assist staff enter hours into eTime.
      • Works with WR staff to obtain necessary information.This recruitment will remain open until filled. The initial screening will be November 7, 2019. In order to be considered for the initial screening, please submit an application on or before November 6, 2019. The agency reserves the right to make an appointment any time after the initial screening date.Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.QualificationsRequired Qualifications:A High school diploma or equivalentANDTwo (2) years increasingly responsible office experience requiring knowledge of Microsoft Office Applications.Desired Qualifications:
        • Proficiency with MS Word, Excel, and Outlook.
        • At least two (2) years of experience organizing and managing hard copies and electronic files.
        • At least two (2) years of experience formatting and proofreading documents (e.g. letters, reports, and correspondence) to meet agency (or Gregg Reference Manual) standards.
        • At least two (2) years of experience performing customer service duties that includes answering phones and resolving questions from the public over the phone and email.
        • Strong editing and proofreading skills.
        • Performing duties which require skill in answering phones, emails, and using a computer as a major tool for performing tasks such as scheduling appointments, using electronic calendars, creating documents using word processing software, entering data into a databases, using the internet for basic searches, entering data into spreadsheets, or using desktop publishing software to create documents.Special Requirements/Conditions of Employment:
          • Must have a valid driver's license to be able to drive state vehicles.Why work for Ecology?Joining Ecology means becoming a part of a team committed to protecting and restoring Washington State's environment.A career in public service allows you to help solve some of the most challenging problems facing our state, while keeping the health and financial security of you and your family a priority. We combine one of the most competitive benefits packages in the nation with a strong commitment to work/life balance.Ecology employees may be eligible for the following:Medical/Dental/Vision for employee & dependent(s), Public Employees Retirement System (PERS), Vacation, Sick, and other Leave, 11 Paid Holidays per year, Public Service Loan Forgiveness, Tuition Waiver, Long Term Disability & Life Insurance, Deferred Compensation Programs, Dependent Care Assistance Program (DCAP), Flexible Spending Arrangement (FSA), Employee Assistance Program, Commute Trip Reduction Incentives, Combined Fund Drive, SmartHealthStudent debt and how working for Ecology can helpEmployees may be eligible for the Public Service Loan Forgiveness (PSLF) Program, which forgives the remaining balance on your Direct Loans after you have made 120 qualifying monthly payments under a qualifying repayment plan while working full-time for a qualifying employer. See https://studentaid.ed.gov/sa/repay-loans/forgiveness-cancellation/public-service for more details.*See the Benefits tab in this announcement for more informationSupplemental InformationApplication InstructionsPlease complete the applicant profile when applying for this position.The following documents MUST be attached to your application:
            • A cover letter describing how your experience, skills and abilities meet the required qualifications of this position.
            • A resume outlining your professional experience.Please do NOT include your salary history. Wage/salary depends on qualifications or rules of promotion, if applicable.Please read the supplemental questions carefully and answer completely. Incomplete responses, including "please see resume" may disqualify you from further consideration.Department of Ecology employees, please make sure to answer the agency-wide questions regarding permanent status as a classified employee within the Washington General Service or Washington Management Service. Do not forget to select Department of Ecology as a response to question 2, and type your personnel ID number for question 3. If you are not sure of your status or do not know your personnel ID number, please contact Human Resources.If you are reading this announcement in print format, please visit www.careers.wa.gov to access the online recruitment system. Click on "Look for Jobs" and select Dept. of Ecology under the "Department" search list. Click "Apply Search."Other InformationIf you need assistance applying for this job, please e-mail careers@ecy.wa.gov. Please do not send an email to this address to follow-up the status of your application. You can view the latest status of your application on your profile's main page.If you have specific questions about the position, please email Terrie Fields at: tfie461@ecy.wa.gov. Please do not contact Terrie to inquire about the status of your application.The act of submitting application materials electronically is considered affirmation that the information is complete and truthful. The state may verify this information and any untruthful or misleading answers are cause for rejection of your application or dismissal if employed.This position is included in the Washington Federation of State Employees (WFSE) union bargaining unit for the Department of Ecology.The Washington State Department of Ecology is an equal opportunity employer. We strive to create a working environment that includes and respects cultural, racial, ethnic, sexual orientation and gender identity diversity. Women, racial and ethnic minorities, persons of disability, persons over 40 years of age, veterans or people with military status, and people of all sexual orientations and gender identities are encouraged to apply. Persons needing accommodation in the application/testing process or this job announcement in an alternative format may call (360) 407-6186. Applicants who are deaf or hard of hearing may call the Washington Relay Service by dialing 7-1-1 or 1-800-833-6388.Salary: $32,604.00 - $42,132.00 AnnuallyLocation: Thurston County Lacey, WAJob Type: Full Time - PermanentDepartment: Dept. of EcologyJob Number: 2019-WR4545-10768Closing: ContinuousAgency: State of WashingtonAddress: View Job Posting for Agency Information View Job Posting for Location, Washington, 98504Phone: View Posting for Agency ContactWebsite: http://www.careers.wa.gov

Keywords: Washington State, Lacey , Section Secretary (Secretary Senior), Administration, Clerical , Lacey, Washington

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